Customer Care and Procurement Specialist

Company Overview: Penguin Packaging Solutions is a fast-growing packaging distributor redefining partnership within the food industry. With operations in Maryland and North Texas, we supply packaging materials to food manufacturers, processors, re-packers, distributors, and grower-shippers nationwide through a high service, Just-In-Time model that keeps our customers’ production lines running seamlessly. Our team operates by The Penguin Wa y, a set of five core values that shape everything we do: Obsess Over Customer Success, Practice Extreme Ownership, Seek Excellence, Fly Freely, and Rage Against the Status Quo. These values aren’t words on a wall — they guide how we think, act, and serve. We take our business seriously but not ourselves too seriously, fostering a culture that pairs accountability and high performance with humor, collaboration, and genuine care. As we continue to scale rapidly, we’re seeking a detail-oriented and highly organized team member to strengthen our financial operations and support our continued growth. The AR/AP Support Specialist will play a key role in ensuring accuracy, efficiency, and exceptional service across all financial touchpoints. Position Summary: The Sales Order & Procurement Specialist is the primary point of contact for sales order entry and coordination. This position owns the accuracy and timely progression of sales orders from receipt through entry, purchasing, pricing validation, fulfillment follow-up, and issue resolution. The role connects Sales, Operations, Accounting, customers, and vendors to ensure orders, costs, purchase orders, and receipts are complete, accurate, and visible to the appropriate teams. Job Responsibilities: Sales Order Ownership & Coordination Serve as the first point of contact for Sales regarding sales order entry, order status, required documentation, and order-entry questions. Enter sales orders accurately and promptly, validating customer, ship-to, item, quantity, unit of measure, pricing, freight, requested delivery date, and special instructions before release. Track upcoming and open sales orders, maintain visibility of required dates and order status, and proactively follow up on missing information, inventory constraints, or other issues that could delay fulfillment. Own the order-entry workflow through completion, including confirming that changes, holds, backorders, substitutions, and cancellations are communicated and correctly reflected in the system. Maintain organized records of customer purchase orders, approvals, pricing support, and order changes. Order Accuracy & Accountability Review orders for completeness and accuracy before they move to purchasing, production, warehouse, or delivery planning. Take ownership of order-entry errors by responding quickly, coordinating correction, documenting the cause, and implementing a reasonable prevention step when a recurring issue is identified. Track order-entry discrepancies and recurring errors to identify process or training improvements. Escalate material pricing, inventory, delivery, or customer-impacting risks promptly to the appropriate Sales or Operations leader. Pricing & Cost Controls Apply established customer pricing rules and verify that sales-order pricing matches approved quotes, contracts, or pricing records. Validate vendor pricing on purchase orders against current vendor quotes, acknowledgments, contracts, or approved cost records. Track and investigate pricing and cost discrepancies, coordinate corrections with Sales, Accounting, or vendors, and maintain supporting documentation. Communicate pricing changes or discrepancies before orders are processed whenever practical, and ensure approved updates are reflected accurately in the system. Purchasing & Vendor Coordination Create and submit purchase orders to vendors accurately and on time based on approved sales orders, inventory requirements, and internal direction. Serve as a vendor liaison for PO ackn…

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